We hear this question a lot: should I make my upcoming in-person event a hybrid event? While the team here at Revent loves producing hybrids, it is not always the right use case!
What is a Hybrid Event?
A hybrid event is one that has an in-person audience watching a show, presentation, or lecture AND an online audience watching from the comfort of their own homes. For a true hybrid event, your web audience should also have some form of interaction with the onsite room.
A Quick Story
A few years ago, as we were coming out of Covid, we received a call from a potential client asking if we could assist in making their in-person holiday party a hybrid event. Upon discussing the nature of the event, it became clear that the entire event was essentially a cocktail party. We asked what he expected the web audience to experience by watching other people have fun and quickly concluded that this event should stay in-person only.
Not all decisions to go or not go hybrid are as clear cut as the above example, so let us provide you with some parameters that we use to help our clients decide which is the right path for them:
1. Define Objectives and Goals
Yes: Is this event a presentation, speech, or training? These formats work well online.
No: Is this just a party or a super interactive activity that the web audience wouldn’t be able to take part in?
2. Budgeting and Resources
Yes: Do you have a large event budget that can accommodate the costs of a platform, a camera crew, and onsite/virtual support? Hybrid events can be costly, starting around $5K/day/room.
No: Do you have a very small budget where every penny counts? As an alternative, you can record your event and post the recording on your website afterward.
3. Audience
Yes: Is your audience spread across the country/world or do they have difficulty traveling? A virtual option is a great solution.
No: Is your audience in the same geographical location or even in the same office? In this case, in-person attendance is feasible.
4. Event App
Yes: Do you already have an event app for your in-person portion? Adding a hybrid component to the app can be easy and cost-effective with platforms like Accelevents and Whova.
No: If you don't have an app, adding a virtual platform can be costly. While Zoom is cost-effective, more interactive platforms start around $6K and up.
5. Venue
Yes: Are you at a conference center, hotel ballroom, or corporate office? These venues likely have the necessary hard-wired internet.
No: Are you in a field, a tent outside, or on a boat? Hard-wired internet is a must, and Wi-Fi alone won't suffice for a hybrid event.
If you answered "no" to several of these questions, you should reconsider if making the event hybrid is worth your time, your audience’s time, and your budget. However, if you have many "yes" answers, you are ready to take your in-person event to the next level! Hybrids are a great tool to engage more attendees, whether for fundraisers, internal all-hands meetings, trainings, product launches, or team building activities.
If you need help deciding the best path for your event, don't hesitate to reach out to our team at Revent Consulting.